Meeting Pattern Lock Out Steps

The Purpose of the Meeting Pattern Lock out 

The lock out enables the classroom optimization process to effectively assign rooms to class meeting patterns. During the lock out, all groups on the list will be restricted from editing class meeting patterns, cloning schedules, and conducting bulk operations. The lock out period lasts for two weeks and once it is complete, schedules will be editable again. Only departments that are under SAS, SEAS, and SPS will be locked out. This is because these schools have classes that are assigned Registrar-controlled rooms.

Step-by-Step Explanation

  • Create a Jira ticket for CUIT to post the lock out notification banner

    This banner will be displayed on Course Management and notify users that the lock out is active. This ticket should be created ahead of time so CUIT can display the banner in coordination with the beginning of the lock out. This banner will remain on Course Management for the duration of the lock out.

  • Create the lock out group list

    1. Use the organizations tab on this sheet to generate a column of ORG codes that we wish to lock out.
      • This list must consist of all lowercase values as the formula in Grouper is case-sensitive. The capitalization can quickly be changed by using the =LOWER() function in excel.
      • Certain departments within SAS, SEAS, and SPS are exempt from the lock out. These departments should not be included in the generated ORG codes.
    2. In a new column, use this formula to generate the codes that will be used in Grouper: 
      =("cu:app:access:clm:sas:"&(STEP 1 CELL REFERENCE)&":class_admin")

  • Upload list to Grouper and begin lock out

    1. Navigate to the lock out's "Import members" screen in Grouper
    2. Under "How to specify members", select "Copy/paste a list of member IDs"
    3. Copy and paste the list of Grouper codes generated in the previous step
    4. Click "Submit" *NOTE - The first submission of each term will likely result in an error. Please press submit again to successfully begin the lock out*
    5. All of the organizations included in the Grouper codes list are now locked out
    6. Notify CUIT that the lock out has begun so the banner can be displayed on Course Management

  • End the lock out

    In advance of ending the lock out, update the  notification banner to notify CUIT that you will be doing so. This will ensure that CUIT will be prepared to remove the notification banner once the lock out is ended.

    1. Navigate back to the lock out's "Import Members" screen on Grouper
    2. Copy and paste the list of Grouper codes as was done when the lock out was started
    3. Check the "Remove members?" box
    4. Click "Submit"
    5. The lock out period is now over
    6. Notify CUIT that the lock out is over so the banner can be removed from Course Management

  • Important Reminders

    • The ORG codes used to generate the Grouper codes list must consist of all lowercase values because the formula in Grouper is case-sensitive.
    • Within SAS, SEAS, and SPS, there are certain departments which are exempt from the lock out. This includes PHED, 
    • There will likely be an error the first time the lock out is run each term on Grouper. This is fine. The lock out should successfully run after the second submission.